HASTINGS DISTRICT COUNCIL
MINUTES
OF A MEETING OF THE Risk
and Audit Subcommittee
HELD
IN THE Landmarks
Room, Ground Floor, Civic Administration Building, Lyndon Road East, Hastings ON
Monday, 2 July 2018 AT 10.00am
Present:
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Mr J
Nichols (Chair)
Mayor
Hazlehurst
Deputy
Mayor Kerr (Deputy Chair)
Councillors
Nixon and Travers
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IN ATTENDANCE:
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Acting Chief Executive: (Mr N Taylor)
Chief
Financial Officer (Mr B Allan)
Manager,
Strategic Finance (Mr B Chamberlain)
Financial
Controller (Mr A Wilson)
Management
Accountant (Mr J Tieman)
Group
Manager: Asset Management (Mr C Thew)
Risk
and Corporate Services Manager (Mr R Smith)
Risk
Assurance Advisor (Mr D Ferguson)
District
Customer Services Manager (Mr G Brittin)
Chief
Information Officer (Mr A Smith)
Democratic
Support Manager (Mrs J Evans)
Committee
Secretary (Mrs C Hilton)
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|
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ALSO PRESENT:
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Mr Phil Sinclair – Senior Partner
– Audit & Assurance, Crowe Horwath
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1. Apologies
There were no
apologies.
2. Conflicts
of Interest
There were no
declarations of conflicts of interest.
3. Confirmation
of Minutes
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Councillor Kerr/Mayor Hazlehurst
That the
minutes of the Risk and Audit Subcommittee Meeting held Tuesday
1 May 2018, including minutes of the meeting while the public were excluded,
be confirmed as a true and correct record and be adopted.
CARRIED
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4.
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2017/18 Annual Report Update and Audit Plan
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(Document 18/465)
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Councillor Travers/Councillor Kerr
That the report of the Chief
Financial Officer titled “2017/18 Annual Report Update and Audit
Plan” dated 2/07/2018 be received.
CARRIED
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5.
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Enterprise Risk Management Update June 2018
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(Document 18/516)
In the table in Attachment 2 under
“Residual Risk” it was noted that the Group Manager: Asset
Management will provide updated timeframes for the last three entries –
Whakatu; Clive; and Te Awanga/Haumoana – which currently each had a
very high residual risk.
Waipatiki would also be included under
the list of Council supplies under Risk 1: Water Supply Contamination.
|
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Mayor Hazlehurst/Councillor Kerr
That the report of the Risk
and Corporate Services Manager titled “Enterprise Risk
Management Update June 2018” dated 2/07/2018 be
received.
With the
reasons for this decision being that the objective of the decision will
contribute to meeting the current and future needs of communities for good
quality local infrastructure, local public services and performance of
regulatory functions in a way that is most cost-effective for households and
business by:
i) Validating
that risks in core business processes are effectively managed.
CARRIED
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6.
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General Update Report and Status of Actions
|
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(Document 18/542)
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Councillor Nixon/Councillor Travers
That the report of the Manager
Strategic Finance titled “General Update Report and Status of
Actions” dated 2/07/2018 be received.
CARRIED
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7. Additional Business Items
There were no additional business items.
8. Extraordinary
Business Items
There were no extraordinary business items.
9.
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Recommendation to
Exclude the Public from Items 10, 11 and 12
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SECTION 48,
LOCAL GOVERNMENT OFFICIAL INFORMATION AND MEETINGS ACT 1987
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Councillor Nixon/Mayor Hazlehurst
THAT the public now be
excluded from the following parts of the meeting, namely;
10 2018/19
Insurance Renewal Programme
11 Internal
Audit
12 IT
Audit Plan & Control Review
The general subject of the matter to be considered
while the public is excluded, the reason for passing this Resolution in
relation to the matter and the specific grounds under Section 48 (1) of the
Local Government Official Information and Meetings Act 1987 for the passing
of this Resolution is as follows:
GENERAL SUBJECT OF EACH MATTER TO BE CONSIDERED
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REASON FOR PASSING THIS RESOLUTION IN
RELATION TO EACH MATTER, AND PARTICULAR INTERESTS PROTECTED
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GROUND(S) UNDER SECTION 48(1) FOR THE PASSING OF
EACH RESOLUTION
|
|
|
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10 2018/19 Insurance
Renewal Programme
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Section
7 (2) (h)
The
withholding of the information is necessary to enable the local authority
to carry out, without prejudice or disadvantage, commercial activities.
Commercial
Sensitivity.
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Section
48(1)(a)(i)
Where the
Local Authority is named or specified in the First Schedule to this Act
under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.
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11 Internal Audit
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Section
7 (2) (h)
The
withholding of the information is necessary to enable the local authority
to carry out, without prejudice or disadvantage, commercial activities.
The
Internal Audit includes the review of commercial arrangements as part of
the audit process.
|
Section
48(1)(a)(i)
Where the
Local Authority is named or specified in the First Schedule to this Act
under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.
|
12 IT Audit Plan &
Control Review
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Section
7 (2) (h)
The
withholding of the information is necessary to enable the local authority
to carry out, without prejudice or disadvantage, commercial activities.
The
internal audit includes the review of commercial arrangements as part of
the audit process.
|
Section
48(1)(a)(i)
Where the
Local Authority is named or specified in the First Schedule to this Act
under Section 6 or 7 (except Section 7(2)(f)(i)) of this Act.
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And that Mr
P Sinclair from Crowe Horwath be permitted to remain in the meeting after the public have been
excluded, because his knowledge of the matter under consideration is
essential to assisting the Risk and Audit Subcommittee towards a decision.
CARRIED
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________________________
The meeting closed at 12.08pm
Confirmed:
Chairman:
Date: